How do I manage recurring billing for customers on monthly or yearly plans?
Define each plan with price and cycle (monthly, quarterly, yearly), raise an invoice automatically every cycle, record payments against each invoice, remind customers before renewal, and handle pauses, cancellations and plan changes in one place. Track monthly recurring revenue. PalmGro Flow's Subscriptions feature does this.
Who needs recurring billing
Agencies on retainers, gyms, coaching, software resellers, maintenance and hosting providers, cleaning or security contracts, and any business that charges the same customer again and again.
The building blocks
- Plans: name, price, cycle, what is included.
- Subscriptions: a customer on a plan with a start date.
- Invoices every cycle: created automatically on the renewal date.
- Payments: recorded against each invoice.
- Renewal reminders: a few days before each cycle.
- Changes: upgrade, downgrade, pause, cancel, with dates.
Numbers to watch
- MRR (monthly recurring revenue): total of all active plans converted to a monthly amount.
- Paying customers and churn (customers who cancelled this month).
- Plan mix: which plans sell most.
- Overdue renewals.
Common mistakes
- Forgetting to invoice a customer for months.
- No record of when a free period ends.
- Cancellations agreed on the phone but never recorded.
Hosting and maintenance plans
Many agencies sell yearly hosting and website maintenance, sometimes with free months at the start. Recording the free period and renewal date avoids missed renewals and awkward calls.
How PalmGro Flow helps
PalmGro Flow's Subscriptions & renewals feature handles monthly, quarterly and yearly plans for your customers: an invoice every cycle, payments, pause and cancel, plan changes and renewal reminders. The dashboard shows MRR, paying customers and plan mix, and renewal reminders can go out on WhatsApp.
Questions people ask
What is MRR?
Monthly recurring revenue: the total monthly value of all active subscriptions.
Should yearly plans be cheaper than monthly?
Usually yes. A discount of about two months encourages yearly payment and improves cash flow.
Do customers need to pay automatically?
No. Many small businesses send an invoice and reminder each cycle and the customer pays by UPI or bank transfer.
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